Legal Office Intake Coordinator

• Follow up with leads consistently and document all communication and next steps
• Upload, organize, and maintain client documents in the appropriate systems
• Send welcome emails and provide clients with lists of documents they need to gather
• Manage prospective client intake and support clients throughout the onboarding process
• Schedule consultations, appointments, meetings, and court dates accurately
• Check voicemails regularly and ensure messages receive appropriate follow up
• Place outgoing calls and respond to client inquiries with empathy and professionalism
• Follow up with prospective and existing clients by telephone and email
• Manage the attorney’s calendar and monitor the schedule to prevent conflicts
• Navigate the firm’s court system to assist with scheduling and court date coordination
• Use RingCentral to manage client calls and voicemail communications
• Maintain accurate client, consultation, and matter records
• Manage and update client and lead information in MyCase
• Collect consultation payments and maintain accurate payment records
• Track outstanding fee agreements and follow up with clients to collect completed copies
• Prepare and send fee agreements for signature
• Provide dependable administrative support to help the legal team maintain an organized and responsive client experience
• Protect confidential client and firm information at all times
• Use Microsoft Word, Excel, Adobe, and other approved tools to complete administrative tasks
• Support the implementation and maintenance of standard operating procedures

• Three to five years of experience as an assistant, intake specialist, legal receptionist, or similar support professional within a law firm
• Previous experience supporting client intake, onboarding, calendar management, document collection, and follow up processes
• Excellent spoken and written English
• Strong customer service and professional communication abilities
• Experience using standard operating procedures is highly appreciated
• Experience with MyCase is highly appreciated
• Proficiency with Microsoft Office Suite, including Word and Excel
• Familiarity with Adobe for reviewing and managing documents
• Experience with RingCentral or a comparable business phone system
• Ability to learn and navigate the firm’s specific court system
• Availability to work from 9:00 a.m. to 6:00 p.m. Central Time

• Remote work opportunity
• Great Place to Work Certification workplace culture